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Home My WebLink About08/19/2014 Replacement of Fire Department BusMmint ProsWmt 6 Village of Mount Prospect Fire Department INTEROFFICE MEMORANDUM TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: FIRE CHIEF DATE: AUGUST 12, 2014 SUBJECT: REPLACEMENT OF FIRE DEPARTMENT BUS The Fire Department is requesting Village Board approval for the purchase of a 2014 Chevy Express 4500 14 passenger bus from Midwest Transit Equipment, Inc., out of Kankakee, Illinois, in an amount not to exceed $49,970.75. Midwest Transit Equipment, Inc. was awarded the bus contract through the State of Illinois competitive bid process. Background The proposed vehicle replaces a 1995 Ford Eldorado 14 passenger bus, which was purchased used in 2004. This vehicle has over 103,000 miles and is scheduled for replacement this year. The Fire Department budgeted $66,000.00 this year for the replacement. The current bus is in need of major body work to correct issues with rust and is starting to have reoccurring mechanical issues, which is why I am recommending purchasing a new bus. Exhibit A (see attached) provides detailed information from Public Works regarding the extensive repairs necessary to keep this vehicle operational. The bus is expected to require over $24,000.00 in repairs including a rebuild of the engine, a new transmission and other major system repairs. Staff consisting of Fire Department and Vehicle Maintenance personnel started the search for a replacement bus by looking at used buses. We looked at a few used buses through a local vendor, and did find one that was in good condition with low miles, but it was promptly sold the next day before we could take any action. As a result, we then focused our search on new buses by meeting with the same local vendor to discuss our needs. The vendor provided a quote of $61,800 for a new bus. We also looked at new buses being offered on the State bid and determined that one of these vehicles would meet our needs. After careful consideration, staff determined that the State bid option would best meet our needs and therefore recommends purchasing this vehicle. This bus is brand new and under budget. Replacement of Fire Department Bus August 12, 2014 Page 2 Npw gun The new passenger bus will be used in numerous ways, including for rehabilitation of firefighters at major incidents and to provide shelter for residents affected by fire. Our special team's personnel utilize the bus for training and transporting personnel to incidents. Use of the bus has expanded to every department in the Village. The Police, Public Works, and Human Services departments as well as the Village Manager's Office all utilize the bus. The new vehicle will be built by Collins Bus Corporation with a 6.0 liter gasoline engine and comes with a five year or 100,000 mile warranty as well as a limited lifetime paint warranty. We anticipate the life expectance of this vehicle to be 20 years. Vendor Midwest Transit Equipment Inc. is located in Kankakee, Illinois and has been in business for over 30 years. They offer seven complete service facilities, including a facility in Des Plaines with certified mechanics, a body shop and an extensive parts inventory. They also offer off -site bus repairs and have field service technicians providing pick -up and delivery as well as bus towing services if needed. Funding Funds are available in the Vehicle Replacement Fund in account number 061.80.86.00.1.000.660.005. In addition to the cost of the vehicle purchase, I anticipate approximately $7,500 in expenses for lettering, radios, lighting and other miscellaneous equipment to properly outfit the bus. Recommendation I recommend the purchase of a 14 passenger bus from Midwest Transit Equipment, Inc. of Kankakee, Illinois in an amount not to exceed $49,790.75. John J. Malcolm Attachments JM /hd EXHIBIT A Village of Mount Prospect Vehicle/Eguipment Condition Evaluation Form Unit # 549 Assigned Dept. /Div. Fire Department Year: 1995 Make: Ford Model: E -350, Bus Mileage: 103,356 Hours: NA Date of Evaluation: 8/14/14 Performed By: Jim Breitzman System Diagnosis Estimated Repair Cost Engine Poor -Needs Rebuild $8,000.00 Transmission Fair- Rebuild soon $4,000.00 Differential Fair -Worn gears $1,500.00 Exhaust System Fair - Rusty, unsafe odor $800.00 Cooling System Fair -Water pump, radiator $1,200.00 Brakes Good Tires Good $850.00 c Steering Fair -Ball joints Suspension Poor -Rear leaf springs Poor - Condenser, comp., lines $1,400.00 $2,500.00 HVAC Electrical Fair -Wires old & brittle Body /Frame Poor- Refurbish/Floor rotted and rusted out sheet metal $3,500.00 Interior Good Other -Brake lines, rubber hoses Total Estimated Repair Cost Fair - Replace all $1,000.00 $24,750.00 Diagnosis Code Code Description G ood_ Systems are functioning well and no major repairs are expected. Fair Some major repairs are needed, but unit can remain in service a little longer in current condition. Poor Major repairs are required as soon as possible to ensure unit safety and reliability. VVHIRIT R Village of Mount Prospect Vehicle /Eauh went Evaluation Summary Report Unit # 549 Year: 1995 Make: Ford Date of Evaluation: 8/14/14 Assigned Dept. /Div. Fire Department Model: F -350, Bus Mileage: 103,356 Ratings: Performed By: Jim Breitzman Unit age: 19 Base Policy Age: 14 (Medium Truck) Mileage/Hrs: 103,356 Base Policy Mileage /Hrs: 50,00015,000 Maintenance Cost: Repair and Maintenance Cost: $ 20,538 - Purchase Price: $ 2,500 Repair and Maintenance Percentage of Purchase Price: 822 % Condition Evaluation: (attach Vehicle Condition Evaluation Form) Estimated Repair Cost: $ 24,750 _ Current Book Value: $ 1,000 Repair Cost Percentage of Current Book Value: 2,475 % Total Ownership Cost Per Mile: (Lifetime Fuel + R &M + Purchase Price) $ 26,101 Less Salvage Value $ 1,000 Net Lifetime Costs $ 25,101 Divided by Mileage Hours Used - 8,753 Operating Cost Per Mile /Hour $ 2.87 Comments and other considerations: Points: 4 Points: 4 Points: 4 Points: 4 otal Points: 161 This vehicle was purchased used in 2004 with 94,603 miles and has shown a high air cost. Superintendent's recommendation: The repairs and maintenance over the last 10 years plus suggested repairs will almost equal the c ost of a new bus. This vehicle has exceeded its life enectancy and is not efficient or reliable. Total Point Evaluation A point total equaling or exceeding eleven (11) indicates that the vehicle should be recommended for replacement. The point total is used to rank its replacement priority. The larger the number the higher the replacement priority will be. EXHIBIT C Village of Mount Prospect August 2014 Vehicle /Equipment Life Cycle Cost Analysis Vehicle/Equipment Number - Fire /549 (1995 Ford E -350, Bus) ---*--Total Ownership Costs Life Cycle Costs —Ar— Total R &M --0 Total Fuel ■ - Market Value $30, 000.00 $25,000.00 $20,000.00 r 8 $15,000.00 $10,000.00 $5,000.00 $0.00 1995 Year $26,101.00 $20,538.00 $3,063.00 $1, 000.00 2014 Total Ownership Cost - Salvage Value / Mileage = Cost Per Mile to Operate $26,101.00 $1,000.00 8,753 $2.87